9 Post Implementation Review

This topic provides instructions to conduct a post implementation review.

Business entities who have implemented the FCIS system and have gone live are recommended to conduct a post implementation review along with Oracle Financial Services Software Limited Software Quality Assurance (SQA) team, to ensure that all the components in implementing the new system have been followed. The review process aims to provide AMC and Oracle Financial Services Software Limited a framework to improve future FCIS implementation.

Overview of Post Implementation Review

The post implementation review section describes the guidelines and criteria to be used in a post implementation review, which will be conducted by a team of AMC personnel along with the SQA team from Oracle Financial Services Software Limited. The thrust of this review is to ensure that the implementation process, as defined in the Implementation Manual has been followed, audit/control issues have been adhered, and how the next implementation can be improved. Relevant feedback from this review will be incorporated into the implementation manual and would be used for future implementations.

The review will focus on the methodology used in implementing FCIS mapping actual facts against planned activities and potential risks:
  • Security and Control
  • Database Integrity
  • Training
  • Conversion
  • Live Operations
The review process should be conducted by the following personnel from the AMC and the SQA team from Oracle Financial Services Software Limited:
  • Fund Manager
  • System Administrator
  • Senior Officer from the Agency branch
  • Senior Officer from the Registrar
  • Data center supervisor or Data Center Manager
  • SQA team from Oracle Financial Services Software Limited
Post Implementation Review Guidelines
Deviations
For any deviations identified, have the deviations been:
  • Approved by the business unit head
  • Concurred with the Audit division
System Environment
Main and Backup systems
  • Are both systems in sync?
  • Do both systems have proper access controls on all directories?
  • Is any system found with Software without licenses?
  • Is Anti PC Virus kit installed on both systems?
  • Is the branch satisfied with system performance?
  • Is there a need for H/W Enhancement to improve system performance?
Project Management
During the implementation, have the following activities taken place:
  • Regular Status reporting.
  • Minutes of management review meeting documented.
  • Approval and acceptance by business unit head for deliverables.
Controls
Have the following been completed and implemented:
  • Contingency Plan. Staff at the AMC are aware of contingency procedures, reports to be used in system is not available for than a day due to Hardware or Software problems.
  • Data Centre Flow charts for daily Pre EOD, EOD and BOD and surprise basis verification of controls.
  • Input and authorization of database changes and items verified by System Administrator regularly.
  • Procedures on client servicing have been finalized and are being followed.
  • Various FCIS Reports are checked regularly and are fully understood by the users.
  • Control checks on daily Price and dividend payment are done regularly.
  • Software release control procedures have been finalized. Internal Control Unit's knowledge on controls on implementing new releases and controls needed is good.
  • Support procedures have been finalized.
  • Support trial run conducted?
  • Support trial run signed-off?
  • Is Oracle Financial Services Software Limited able to provide support to branch in case of emergency via remote access?
  • Is branch able to contact Oracle Financial Services Software Limited via telephone, FAX or modem, to provide support in case of emergency?
  • Authorizer for in each area for each product has been identified?
  • Control check on Password file is done regularly.
  • File retention periods have been finalized and documented.
  • People are well trained on PC viruses and prevention, containment procedures are in place.
  • All coding sheets for Database are filed.
  • Is Internal Control Unit department aware of maintaining separation of duties on system and FCIS.
  • Assigning passwords on the system:
    • System ID's
    • Review of protocol list
    • Review of reasons and procedure to go on supervisor mode.
    • Getting the checksums of software release and independent review of program on system.
Database Setup
During the branch static database setup, have the following procedures been followed:
  • Are database coding sheets filed?
  • Is Maintenance control report printed and checked by the users?
  • Any corrections in the database done by writing a program (Mickey) is approved by the unit division head.
  • Database setup is done in the proper controlled Environment.
  • Database setup sign-off is obtained.
FCIS Software
During the implementation if the software has been modified either due to a bug or changed requirements, have the following procedures been followed?
  • Are System Problem Report (SPR) or System Requirement Form (SRF) filed?
  • Is software modification is done in separate development area?
  • Have the proper software modification procedures been followed?
  • Has the modification sign-off been obtained from users?
  • Is there any software modification or enhancement required due to changed requirement yet to be completed by Oracle Financial Services Software Limited?
  • Any follow-up action suggested?
System Trial Run
Has the AMC and Agencies branch users done the system trial run before actual financial conversion?
  • System Trial run plan prepared.
  • System Trial run results are documented.
  • System Trial run sign-off obtained.
Workflows

Is the AMC back office familiar with checking reports of FCIS with relation to the reports that were generated before FCIS was installed and results verified.

Audit Issues
  • Has the System Documentation been provided to the AMC and the Agencies.
  • Has the Project documentation been filed?
  • Has the formal FCIS System handover note been given to the branch management.
  • Has the formal FCIS delivery document been given to the branch management.
  • Do the support procedures are clearly defined?
  • Has FCIS system and implementation sign-off been obtained from the branch?
Has Training been completed for the following?
  • FMG at the AMC levels
  • AGY module at the various online and offline branches
  • REG module at Registrars
System Administration Issues FCIS environment
  • Is the System administrator familiar with the complete system hardware structure?
  • Does the System administrator know how to move the equipment from one place to another?
  • Is the System administrator familiar with the PVM program, the Data Base path setting, and terminal parameters setting?
System environment
  • Is the administrator familiar with defining system users
  • Is the administrator familiar with the concepts of directories, sub-directories and file attributes?
Support environment
  • Is the administrator familiar with the use of PC Anywhere, Netware Access Server?
  • Do the support procedures are clearly defined?
  • Does the administrator know whom to contact in case of trouble (phone numbers, names, chat numbers)?
  • Incase the administrator receives an urgent program modifications, does he know how to apply them and what rules to follow?
Releases
  • Are all the release procedures well defined and understood by the administrator?
  • Does the administrator know the procedure to install the new software release on the production machine.